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THE OFFICE STAFF/CLERICAL STAFF

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Page 1: THE OFFICE STAFF/CLERICAL STAFF. A Clerk (clerical staff) is someone employed in an organization who does clerical work in the office. The clerical work

THE OFFICE STAFF/CLERICAL STAFF

Page 2: THE OFFICE STAFF/CLERICAL STAFF. A Clerk (clerical staff) is someone employed in an organization who does clerical work in the office. The clerical work

• A Clerk (clerical staff) is someone employed in an organization who does clerical work in the office. The clerical work includes: filing documents, keeping records and any other job assigned to him.

FUNCTIONS OF A CLERICAL STAFF The clerk handles incoming mails and

outgoing mails of the organization.

Page 3: THE OFFICE STAFF/CLERICAL STAFF. A Clerk (clerical staff) is someone employed in an organization who does clerical work in the office. The clerical work

Functions of a Clerical Staff (Cont.)

• He/she files and records documents• He/she posts, dispatch the letters of the

organization.• He/she operates various machines and

equipment in the organization e.g. photocopy machine, telephone etc.

• He/she may be asked to do some typing work.• He/she makes office refreshment, e.g. making

of tea.

Page 4: THE OFFICE STAFF/CLERICAL STAFF. A Clerk (clerical staff) is someone employed in an organization who does clerical work in the office. The clerical work

Qualities of a Clerical staff

The qualities of a clerk is divided into two broad headings, these are:

• Personal qualities• Job or Business qualities• PERSONAL QUALITIES• He/she should dress properly.• He/she should be able to work well with other

people.

Page 5: THE OFFICE STAFF/CLERICAL STAFF. A Clerk (clerical staff) is someone employed in an organization who does clerical work in the office. The clerical work

Qualities of a Clerical staff (cont.)

• He/she must be polite to people.• Should posses good moral values.• He/ she should be able to keep office

information secret.• He/ she must be honest.• He/ she must be a good listener and should be

able to answer questions intelligently.• He/ she should be able to use his/her initiative.

Page 6: THE OFFICE STAFF/CLERICAL STAFF. A Clerk (clerical staff) is someone employed in an organization who does clerical work in the office. The clerical work

Job/ Business Qualities of a Clerical Staff.

• A minimum qualification of a senior school certificate is required.

• He/she must be punctual to work.• Must have interest in the job.• He/she should be able to work under pressure.• He/she must be tactful in handling office issues.• He/she must have some books he can refer to, such

as dictionary when necessary.•

Page 7: THE OFFICE STAFF/CLERICAL STAFF. A Clerk (clerical staff) is someone employed in an organization who does clerical work in the office. The clerical work

Confidentiality of office information

• Confidentiality of office information is ensuring that important office information are kept secret. It is the act of not leaking important information to someone who has no business with the organization.

Confidential records should be kept in a folder marked “CONFIDENTIAL”. The records should be kept under lock and key and they should not be released to unauthorized persons.